SOL Substitute Test Application Training

June 21st and 29th, 2017 Virginia Department of Education Office of Information Management

How do I read the Detail Report?

SOL Substitute Test Application

An application in SSWS used to collect scores where a substitute test has been taken in place of an SOL

This application was created in 2005, and since then, the number of students taking SOL substitute tests has grown significantly

SOL Substitute Test Application

The increase in data entry resulted in the need for a new, more user-friendly application.

The previous system required divisions to manually enter the students' scores which was cumbersome for divisions with large numbers of substitute test scores.

New Requirements for the SOL Substitute Test Application

The new application allows the upload of a text file (.txt) instead of manually searching and typing each students substitute test score.

Benefits of uploading a .txt file No time spent entering data in SSWS SSWS will not time out when uploading a file! More accurate data (less chance for data entry errors) Data can be submitted throughout the year

Header Record

EXAMPLE SenderID=092 CreateDate=05/16/2017 CreateTime=12:04:03 EMAIL=jane.doe@tazewell.k12.gov ~~ DATATYPE=SOL_SUB_TEST ~

A Record

EXAMPLE A2016092A- An A Code indicates that the data being submitted will be added to the existing data already submitted to DOE. A2016092R- An R Code indicates that the data being submitted will replace the existing data already submitted to DOE.

B Record

EXAMPLE

Trailer Record

EXAMPLE

Sample Data File in Notepad

Data Elements UIN

Unique alpha/numeric "number" assigned to each assessment by the testing company

Accuracy is essential, because it will be used for matching the SOL test record to the substitute test score

Subject Code

Code indicating the type of SOL test not being taken Codes can be found in the 2016-2017 SOL (Writing) Non-Writing

Student Data Extract Layout document in Pearson Access.

https://www.pearsonaccess.com/cs/SecureDownload/Virginia/=?UTF-8?B?YmxvYmtleT1pZCZibG9id2hlcmU9MTI1NTA2MTU1NDk0OSZibG9iaGVhZGVyPWFwcGxpY2F0aW9uJTJGZm9yY2UtZG93bmxvYWQmYmxvYmhlYWRlcm5hbWUyPUNvbnRlbnQtVHJhbnNmZXItRW5jb2RpbmcmYmxvYmhlYWRlcm5hbWUxPUNvbnRlbnQtRGlzcG9zaXRpb24mYmxvYmhlYWRlcnZhbHVlMj1iaW5hcnkmYmxvYmhlYWRlcnZhbHVlMT1hdHRhY2htZW50JTNCK2ZpbGVuYW1lJTNEMjAxNi0yMDE3JTI1MjBmVkElMjUyMGZTT0wlMjUyMGZOVyUyNTIwZlN0dWRlbnQlMjUyMGZFeHRyYWN0JTI1MjBmTGF5b3V0JTI1MjBmUkVWJTI1MjBmMDIwNjE3LnBkZiZibG9iY29sPXVybGJsb2ImYmxvYnRhYmxlPUJpbmFyeURhdGE=?=https://www.pearsonaccess.com/cs/SecureDownload/Virginia/=?UTF-8?B?YmxvYmtleT1pZCZibG9id2hlcmU9MTI1NTA2MTU1NDk0OSZibG9iaGVhZGVyPWFwcGxpY2F0aW9uJTJGZm9yY2UtZG93bmxvYWQmYmxvYmhlYWRlcm5hbWUyPUNvbnRlbnQtVHJhbnNmZXItRW5jb2RpbmcmYmxvYmhlYWRlcm5hbWUxPUNvbnRlbnQtRGlzcG9zaXRpb24mYmxvYmhlYWRlcnZhbHVlMj1iaW5hcnkmYmxvYmhlYWRlcnZhbHVlMT1hdHRhY2htZW50JTNCK2ZpbGVuYW1lJTNEMjAxNi0yMDE3JTI1MjBmVkElMjUyMGZTT0wlMjUyMGZOVyUyNTIwZlN0dWRlbnQlMjUyMGZFeHRyYWN0JTI1MjBmTGF5b3V0JTI1MjBmUkVWJTI1MjBmMDIwNjE3LnBkZiZibG9iY29sPXVybGJsb2ImYmxvYnRhYmxlPUJpbmFyeURhdGE=?=https://www.pearsonaccess.com/cs/SecureDownload/Virginia/=?UTF-8?B?YmxvYmtleT1pZCZibG9id2hlcmU9MTI1NTA2MTU1NDk0OSZibG9iaGVhZGVyPWFwcGxpY2F0aW9uJTJGZm9yY2UtZG93bmxvYWQmYmxvYmhlYWRlcm5hbWUyPUNvbnRlbnQtVHJhbnNmZXItRW5jb2RpbmcmYmxvYmhlYWRlcm5hbWUxPUNvbnRlbnQtRGlzcG9zaXRpb24mYmxvYmhlYWRlcnZhbHVlMj1iaW5hcnkmYmxvYmhlYWRlcnZhbHVlMT1hdHRhY2htZW50JTNCK2ZpbGVuYW1lJTNEMjAxNi0yMDE3JTI1MjBmVkElMjUyMGZTT0wlMjUyMGZOVyUyNTIwZlN0dWRlbnQlMjUyMGZFeHRyYWN0JTI1MjBmTGF5b3V0JTI1MjBmUkVWJTI1MjBmMDIwNjE3LnBkZiZibG9iY29sPXVybGJsb2ImYmxvYnRhYmxlPUJpbmFyeURhdGE=?=https://www.pearsonaccess.com/cs/SecureDownload/Virginia/=?UTF-8?B?YmxvYmtleT1pZCZibG9id2hlcmU9MTI1NTA2MTU1NDk0OSZibG9iaGVhZGVyPWFwcGxpY2F0aW9uJTJGZm9yY2UtZG93bmxvYWQmYmxvYmhlYWRlcm5hbWUyPUNvbnRlbnQtVHJhbnNmZXItRW5jb2RpbmcmYmxvYmhlYWRlcm5hbWUxPUNvbnRlbnQtRGlzcG9zaXRpb24mYmxvYmhlYWRlcnZhbHVlMj1iaW5hcnkmYmxvYmhlYWRlcnZhbHVlMT1hdHRhY2htZW50JTNCK2ZpbGVuYW1lJTNEMjAxNi0yMDE3JTI1MjBmVkElMjUyMGZTT0wlMjUyMGZOVyUyNTIwZlN0dWRlbnQlMjUyMGZFeHRyYWN0JTI1MjBmTGF5b3V0JTI1MjBmUkVWJTI1MjBmMDIwNjE3LnBkZiZibG9iY29sPXVybGJsb2ImYmxvYnRhYmxlPUJpbmFyeURhdGE=?=https://www.pearsonaccess.com/cs/SecureDownload/Virginia/=?UTF-8?B?YmxvYmtleT1pZCZibG9id2hlcmU9MTI1NTA2MTU1NDk0OSZibG9iaGVhZGVyPWFwcGxpY2F0aW9uJTJGZm9yY2UtZG93bmxvYWQmYmxvYmhlYWRlcm5hbWUyPUNvbnRlbnQtVHJhbnNmZXItRW5jb2RpbmcmYmxvYmhlYWRlcm5hbWUxPUNvbnRlbnQtRGlzcG9zaXRpb24mYmxvYmhlYWRlcnZhbHVlMj1iaW5hcnkmYmxvYmhlYWRlcnZhbHVlMT1hdHRhY2htZW50JTNCK2ZpbGVuYW1lJTNEMjAxNi0yMDE3JTI1MjBmVkElMjUyMGZTT0wlMjUyMGZOVyUyNTIwZlN0dWRlbnQlMjUyMGZFeHRyYWN0JTI1MjBmTGF5b3V0JTI1MjBmUkVWJTI1MjBmMDIwNjE3LnBkZiZibG9iY29sPXVybGJsb2ImYmxvYnRhYmxlPUJpbmFyeURhdGE=?=https://www.pearsonaccess.com/cs/SecureDownload/Virginia/=?UTF-8?B?YmxvYmtleT1pZCZibG9id2hlcmU9MTI1NTA2MTU1NDk0OSZibG9iaGVhZGVyPWFwcGxpY2F0aW9uJTJGZm9yY2UtZG93bmxvYWQmYmxvYmhlYWRlcm5hbWUyPUNvbnRlbnQtVHJhbnNmZXItRW5jb2RpbmcmYmxvYmhlYWRlcm5hbWUxPUNvbnRlbnQtRGlzcG9zaXRpb24mYmxvYmhlYWRlcnZhbHVlMj1iaW5hcnkmYmxvYmhlYWRlcnZhbHVlMT1hdHRhY2htZW50JTNCK2ZpbGVuYW1lJTNEMjAxNi0yMDE3JTI1MjBmVkElMjUyMGZTT0wlMjUyMGZOVyUyNTIwZlN0dWRlbnQlMjUyMGZFeHRyYWN0JTI1MjBmTGF5b3V0JTI1MjBmUkVWJTI1MjBmMDIwNjE3LnBkZiZibG9iY29sPXVybGJsb2ImYmxvYnRhYmxlPUJpbmFyeURhdGE=?=https://www.pearsonaccess.com/cs/SecureDownload/Virginia/=?UTF-8?B?YmxvYmtleT1pZCZibG9id2hlcmU9MTI1NTA2MTU1NDk0OSZibG9iaGVhZGVyPWFwcGxpY2F0aW9uJTJGZm9yY2UtZG93bmxvYWQmYmxvYmhlYWRlcm5hbWUyPUNvbnRlbnQtVHJhbnNmZXItRW5jb2RpbmcmYmxvYmhlYWRlcm5hbWUxPUNvbnRlbnQtRGlzcG9zaXRpb24mYmxvYmhlYWRlcnZhbHVlMj1iaW5hcnkmYmxvYmhlYWRlcnZhbHVlMT1hdHRhY2htZW50JTNCK2ZpbGVuYW1lJTNEMjAxNi0yMDE3JTI1MjBmVkElMjUyMGZTT0wlMjUyMGZOVyUyNTIwZlN0dWRlbnQlMjUyMGZFeHRyYWN0JTI1MjBmTGF5b3V0JTI1MjBmUkVWJTI1MjBmMDIwNjE3LnBkZiZibG9iY29sPXVybGJsb2ImYmxvYnRhYmxlPUJpbmFyeURhdGE=?=

Data Elements Substitute Test Type Code

Code indicating the substitute test being taken instead of the SOL The list of codes will be posted in the application in SSWS, and will

also be on the DOE website (future site: http://www.doe.virginia.gov/info_management/data_collection/index.shtml).

Substitute Test Score Alpha-numeric score achieved on the substitute test Minimum and maximum score ranges are based on the Substitute

Tests Approved for Awarding Verified Credit document (http://www.doe.virginia.gov/testing/substitute_tests/substitute_tests_verified_credit.pdf).

http://www.doe.virginia.gov/info_management/data_collection/index.shtmlhttp://www.doe.virginia.gov/info_management/data_collection/index.shtmlhttp://www.doe.virginia.gov/testing/substitute_tests/substitute_tests_verified_credit.pdfhttp://www.doe.virginia.gov/testing/substitute_tests/substitute_tests_verified_credit.pdf

Submitting the Data File

https://p1pe.doe.virginia.gov/ssws/login_page.do

Submitting the Data File

Submitting the Data File

Submitting the Data File

Data Edits Missing UIN- Every record must have a unique

identifier.

The School is not in the Assigned Division- The school must be a valid school code in your division.

Invalid Subject Code-Must be a valid SOL Subject Code from the list.

Invalid Substitute Test Type Code-Must be a valid Substitute Test Code from the list.

Data Edits Invalid Substitute Test Type Code/Subject Code Combination-

The Substitute Test Code must be a valid combination with the SOL Subject Code. For Example, the ACT WorkKeys Writing cannot be used in combination with End-of-Course Reading.

The UIN was Used in a Previous Submission and Cannot be Used Again- This does not apply to R (replace data) files.

Multiple Records Exist for the UIN in the Current File- Every

UIN must be unique, whereas STIs could be duplicated in a file if a student takes more than one substitute test in a year.

Reports

Verification Data Reported in the Division File

Contains the substitute test scores uploaded by the division.

Data Not Reported in the Division File STIs listed in this report exist in the DOE database as substitute

test takers, however the scores were not uploaded in the division file.

Ensures that no substitute test scores are overlooked and are not reported.

Contacts for Questions About Substitute Tests

Office of Student Assessment Email: student_assessment@doe.virginia.gov Phone: (804) 225-2102

mailto:student_assessment@doe.virginia.gov

Contacts for Substitute Test Application

Office of Educational Information Management Carol Wells Bazzichi, (804) 225-4847,

carol.wellsbazzichi@doe.virginia.gov Allison May, (804) 225-3909,

allison.may@doe.virginia.gov Results Help, resultshelp@doe.virginia.gov

mailto:carol.wellsbazzichi@doe.virginia.govmailto:allison.may@doe.virginia.govmailto:resultshelp@doe.virginia.gov

Q and A 1. When will the application open? The application should open 7/10. If it is delayed, it will open no later than 7/17. The application will close 9/1 in order to process data for accountability purposes and then reopen in November for data submission for the 2017-2018 school year. 2. How do I get the data in the file? Since your SIS vendors do not have the time to create an export file that can be sent to DOE for this year, you will need to enter this data into an Excel spreadsheet and convert it to a tab delimited text file, or you can enter the data directly into a text file in Notepad. If you are new to .txt files, our office will be happy to assist you in creating the file. 3. Does the UIN need to be from the current testing administration or can it be from any administration? The UIN should come from the current testing year. Since DOE uploads and processes the SOL data based on the school year, the 2016-2017 data collection should include UINs from Summer, Fall, and Spring of 2016-2017, respectively.

Q and A 4. Will the substitute test application file replace a failing SOL score or will it be an additional score? A passing substitute test score will replace a failing SOL score for state accreditation. In this case, the substitute test acts as a retest in the calculation and the initial failing SOL score will be removed from the calculation. For federal accountability, the failing SOL score remains in the performance rate if the substitute test is a non AP or IB test. 5. Will we still have the option to manually enter information as we did in the past? No, you can no longer manually enter the data. It must be submitted in the text file format. 6. Where do we find the UIN? Is this the same UIN from the Pearson record for the same substitute test? The UIN is assigned by Pearson for the SOL test record. You should have an SOL test record with a Testing Status Code = 10 and that is the UIN that should be used to report the substitute test to DOE.

Q and A 7. If only one record was rejected, do we just repair that record and resubmit OR is the whole file rejected because of the one record? The whole file will be rejected, but you will just need to repair the one record with the error and resubmit for a successful submission. DOE does not store any data from files that have errors and are in a Failed status, meaning that you will have to resubmit the whole file to fix an error. 8. When we send a record to Replace, is it replacing all previous records for the Fall through Summer testing of that school year? A replace file will rewrite all of the data that has been submitted for the current school year. If you submit files in December that have Fall testing data, and then resubmit a file in June with Spring testing data and you use the replace option, you will rewrite all of the Fall data with Spring data. In most cases you will use the A option to append or add to the previous data you already submitted.

SOL Substitute Test Application TrainingSOL Substitute Test ApplicationSOL Substitute Test ApplicationNew Requirements for the SOL Substitute Test ApplicationSlide Number 5Header RecordA RecordB RecordTrailer RecordSample Data File in NotepadData ElementsData ElementsSubmitting the Data FileSubmitting the Data FileSubmitting the Data FileSubmitting the Data FileData EditsData EditsReportsContacts for Questions About Substitute TestsContacts for Substitute Test ApplicationQ and AQ and AQ and A